> ## Documentation Index > Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt > Use this file to discover all available pages before exploring further. # Provider Schedule & Availability — Admin Guide > Module: Practice Management (PM) Feature: PM-05 Provider Schedule & Availability Last Updated: 2026-02-20 **Module:** Practice Management (PM)\ **Feature:** PM-05 Provider Schedule & Availability\ **Last Updated:** 2026-02-20 *** ## Overview This guide covers permission configuration, default role assignments, and administrative workflows for the PM-05 Provider Schedule & Availability feature. *** ## 1. Permission Keys (9 Granular) | Permission Key | Category | Description | | --------------------- | -------- | --------------------------------------- | | `pm.schedule.view` | view | View provider schedule blocks | | `pm.schedule.create` | create | Create new schedule blocks | | `pm.schedule.edit` | edit | Edit existing schedule blocks | | `pm.schedule.delete` | delete | Delete schedule blocks | | `pm.time_off.view` | view | View time-off requests | | `pm.time_off.create` | create | Submit time-off requests | | `pm.time_off.edit` | edit | Edit pending time-off requests | | `pm.time_off.approve` | approve | Approve or deny time-off requests | | `pm.caseload.view` | view | View provider caseload and panel status | *** ## 2. Default Role Assignments | Role | Permissions Granted | | -------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **org\_admin** | All 9 permissions (auto-granted by `pf_auto_grant_org_admin` trigger) | | **manager** | `pm.schedule.view`, `pm.schedule.create`, `pm.schedule.edit`, `pm.time_off.view`, `pm.time_off.create`, `pm.time_off.edit`, `pm.time_off.approve`, `pm.caseload.view` (8 of 9; no delete) | | **staff** | `pm.schedule.view`, `pm.time_off.view`, `pm.caseload.view` (3 view-only permissions) | Custom roles can be configured via **Settings → Permissions** to grant any combination of these 9 keys. *** ## 3. Database Tables ### pm\_provider\_schedules Stores recurring weekly availability blocks. | Column | Type | Description | | ----------------- | ------- | -------------------------------------------------------------------------------------------------- | | `id` | UUID | Primary key | | `organization_id` | UUID | Tenant isolation | | `provider_id` | UUID | References `pf_profiles` | | `location_id` | UUID | Optional, references `pf_sites` | | `day_of_week` | INTEGER | 0=Sunday through 6=Saturday | | `start_time` | TIME | Block start time | | `end_time` | TIME | Block end time | | `block_type` | TEXT | `appointments`, `telehealth`, `documentation`, `supervision`, `group`, `administrative`, `on_call` | | `effective_date` | DATE | When this block becomes active | | `end_date` | DATE | When this block expires (NULL = indefinite) | ### pm\_provider\_time\_off Stores time-off requests with approval workflow. | Column | Type | Description | | ---------------------- | ---- | ----------------------------------------------------- | | `id` | UUID | Primary key | | `organization_id` | UUID | Tenant isolation | | `provider_id` | UUID | Requesting provider | | `start_date` | DATE | Time-off start | | `end_date` | DATE | Time-off end | | `time_off_type` | TEXT | `vacation`, `sick`, `personal`, `conference`, `other` | | `status` | TEXT | `pending`, `approved`, `denied` | | `coverage_provider_id` | UUID | Who covers patients during absence | | `approved_by` | UUID | User who approved/denied | | `notes` | TEXT | Request notes | ### pm\_provider\_caseloads One row per provider tracking patient capacity. | Column | Type | Description | | ---------------------- | ------- | --------------------------- | | `id` | UUID | Primary key | | `organization_id` | UUID | Tenant isolation | | `provider_id` | UUID | Unique per org+provider | | `active_patient_count` | INTEGER | Current active patients | | `max_caseload` | INTEGER | Maximum capacity | | `panel_status` | TEXT | `open`, `limited`, `closed` | *** ## 4. RLS Policies All three tables enforce: * **FORCE ROW LEVEL SECURITY** — Even table owners cannot bypass RLS * **SELECT/INSERT/UPDATE/DELETE** policies using `pm_has_org_access(organization_id, auth.uid())` * **UPDATE WITH CHECK** — Prevents reassigning `organization_id` across tenants *** ## 5. Domain Events | Event | Trigger | Payload | | ----------------------- | ------------------------- | ------------------------------------------------------------------------------------ | | `pm_time_off_requested` | Provider submits time-off | `{ organization_id, provider_id, time_off_id, start_date, end_date, time_off_type }` | | `pm_time_off_approved` | Manager approves request | `{ organization_id, provider_id, time_off_id, approved_by, coverage_provider_id }` | | `pm_time_off_denied` | Manager denies request | `{ organization_id, provider_id, time_off_id, denied_by }` | These events can be consumed by the Forms & Workflow (FW) engine for automated notifications and task creation. *** ## 6. Integration with Scheduling (PM-03/PM-04) The availability resolution utility (`src/cores/pm/utils/availability.ts`) is consumed by: * **PM-03 Appointment Scheduling**: Warns when booking outside provider availability * **PM-04 Group Session Scheduling**: Validates facilitator availability The `useDoubleBookingCheck` hook includes an `outsideAvailability` flag when the proposed time does not fall within any `appointments` or `telehealth` schedule block. *** ## 7. Troubleshooting | Issue | Resolution | | ------------------------------------- | -------------------------------------------------------------------------------------------------------- | | Provider not showing in schedule page | Verify the provider has a `pf_profiles` record and `pf_organization_members` membership | | Time-off not blocking appointments | Ensure the time-off status is `approved` (pending requests do not block availability) | | Caseload shows 0 patients | Caseload records are created/updated as patients are assigned; verify patient-provider assignments exist | | Permission denied errors | Check that the user's role has the required `pm.schedule.*` or `pm.time_off.*` permissions | *** **See Also:** * [User Guide](./provider-schedule-availability-user-guide.md) * [PM-05 Spec](../../specs/pm/specs/PM-05-provider-schedule-availability.md) * [Integration Doc](../architecture/integrations/provider-schedule-availability-integration.md)